Administrative Assistant

Location: Pasadena, CA

Business: Construction Management

About Citadel:

A fast growing, Owner Representative Construction Management firm who have been serving clients since 2006. Citadel has offices in Pasadena, Fullerton, Long Beach, Sacramento, and Riverside, California, as well as Phoenix, Arizona; and has field staff at numerous project locations.

Citadel has been built on a set of three principles that form our core values as a professional organization: Integrity, Professionalism, and Responsiveness. If you are looking for a dynamic work environment where our people are considered to be our best asset and are treated accordingly, look no further. We can't grow unless you grow with us. Come join our winning team.

Job Summary:

Citadel is seeking an Administrative Assistant who will provide comprehensive administrative support to internal and external employees, helping them effectively manage their day-to-day responsibilities and contribute to the successful execution of company projects. You will be responsible for handling various administrative tasks, managing office operations, and ensuring smooth communication and coordination within the company.

Responsibilities:

• Perform general administrative duties, including serving as office receptionist, managing, and answering phones, greeting, and directing visitors appropriately.
• Coordinate and schedule appointments, meetings, and conferences for internal employees while also maintaining the firm’s calendar and contacts.
• Collect and enter timesheets and expense reports.
• Manage vendor files and accounts.
• Coordinate and assist with Information Technology (IT) functions.
• Assist in organizing and coordinating project-related events, including site visits, client meetings, and team gatherings such as (quarterly meetings and holiday celebrations).
• Manage and maintain office equipment inventory and procure office supplies.
• Coordinate incoming and outgoing mail and shipping needs.
• Assist in preparing project-related documents, reports, and presentations.
• Maintain and update project files, databases, and records, ensuring accuracy and confidentiality.
• Assist and support Operations, Accounting, Marketing, and Talent Development as requested.
• Assist and support President of firm with administrative duties as requested.
• Support external employees in managing their calendars, travel arrangements, supplies and expense reports.
• Perform other office administrative duties as requested.

Required Qualifications:

• An associate degree or bachelor’s degree from a Community College in Human Resources, Sociology, Psychology, Business, or related field of study.
• A minimum of 2-4 years professional experience as an administrative assistant.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy in handling administrative duties. Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines. Ability to handle sensitive information and maintain discretion.
• Proficient in using Microsoft Office suite (Word, Excel, PowerPoint, Outlook), Adobe Acrobat and other relevant software.

We are committed to Diversity, Equity, and Inclusion. Citadel is an Equal Employment Employee and drug-free workplace.

Job Type: Full-time

Pay: $19.00 - $24.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Vision insurance

Schedule:

• 8 hour shift

Education:

• Associate (Required)

Experience:

• Administrative Assistant: 2 years (Required)

Work Location: In person